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World Routes Exhibitor Manual

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World Routes Exhibitor Manual th Anniversary World Routes Chicago 2014 The 20th World Route Development Forum 20 – 23 September 2014 Exhibitor Handbook World Routes 2014 Co-Hosts: CONTENTS EXHIBITION CHECKLIST 4 ADDITIONAL SERVICES 1 GENERAL INFORMATION 4‐1 Audio Visual Equipment 1‐1 Organisers Office 4‐2 Catering 1‐2 Venue Facilities 4‐3 Cleaning 1‐3 Lost & Found 4‐4 Electricity 1‐4 Smoking 4‐5 Floral 1‐5 Noise Levels 4‐6 Furniture & Carpet 1‐6 Public Address System 4‐7 Hotel Accommodation 1‐7 Height Limits 4‐8 Insurance 1‐8 Hanging Banners 4‐9 Water 1‐9 Strategic Meetings 4‐10 Stand Staff 1‐10 Frequently Asked Questions 4‐11 Communications & IT Services 1‐11 Sustainability 2 SECURITY, ACCESS & DELIVERY 5 McCORMICK PLACE RULES & REGS 2‐1 Security 5‐1 General Rules 2‐2 Exhibitor Appointed Contractors & 5‐2 Flammable & Explosive Goods, Hot Work Exhibitor Access & Smoke Formation 2‐3 Freight Forwarding & Material Handling 5‐3 Electrical, Water & Gas Installations 2‐4 Delivery Address 5‐4 Fire & Accident Regulations 2‐5 Customs 5‐5 Savor Food & Beverage Regulations 2‐6 Delivery & Collection 2‐7 Storage 6 MARKETING 6‐1 Stand Design 3 STAND CONSTRUCTION & DRESSING 6‐2 Stand Promotion 3‐1 Build‐Up Schedule 6‐3 Visit Me 3‐2 Event Open Days 6‐4 Promotional Staff & Entertainment 3‐3 Breakdown Schedule 6‐5 Routes Directory 3‐4 Carpet/Floor Covering 6‐6 Exhibitor Profile 3‐5 Discrepancies 6‐7 Promotional & Sponsorship Opportunities 3‐6 Shell Scheme & Premier Shell Scheme Stands 3‐7 Standard, Exclusive and Airline Meeting 7 ORDER FORMS Chalets 3‐8 Meeting Chalets (Self Build) Form Deadline Checklist 3‐9 Hosted Networking Stands Order Forms FREEMAN INFORMATION & ORDERS 1 EXHIBITION CHECKLIST We have put together this checklist to help you with your planning for World Routes 2014, to record your progress and to remind yourself what needs to be done! BASIC PLANNING SECTION DONE (Tick) READ EXHIBITOR MANUAL Work Out a Timetable to Prepare for the Event Initial Deposit Paid Balance(s) Due Book Hotel Rooms 4‐7 Make Travel Arrangements Arrange Delivery/Collection/Storage of Stand Materials 2‐4 THE STAND Brief Stand Contractor Order Communications/IT 4‐11 Order Floor Covering 4‐6 Order Floral Displays 4‐5 Order Audio Visual 4‐1 Order Furniture 4‐6 Order Catering 4‐2 Order Electrics 4‐4 Arrange Stand Staffing Return Shell Scheme Nameboard Form 3‐6 Arrange Insurance 4‐8 PUBLICITY Arrange Prize Draw / Incentives 6‐2 Organise Stand Literature Organise Extra Advertising Plan Post‐show Activity and Follow Up 2 WORLD ROUTES 2014 EVENT TIMETABLE All stand dressing and construction MUST be removed from the venue by 12.00 on Wednesday 24th September 2014. Any items left in the halls after this time will be deemed abandoned and disposed of as rubbish. Event Build‐Up Days Halls Open Details of Schedule Thursday 18th September 12.00 (Noon) – 17.00 Build up of Hosted Networking Stand Commences Friday 19th September 08.00 – 17.00 Build up of Hosted Networking Stand continues and Shell Scheme build commences Saturday 20th September 08.00 – 17.00 Build up of Hosted Networking Stand continues and Shell 14.00 – 17:00 ( Shell Scheme exhibitors have access. Scheme and Premier Containers must be removed by Shell Scheme Access) 17.00 Event Open Days Sunday 21st September 10.00 – 18.00 Event Open Monday 22nd September 08.30 – 18.30 Event Open Tuesday 23rd September 08.30 – 20.30 Event Open Event Breakdown Days Tuesday 23rd September 21.00 – 00.00 Dismantling of Stands Wednesday 24th September 06.00 – 12.00 (Noon) Dismantling of Stands There will be a charge for the removal of any stand fitting or other goods which are abandoned in the halls. 3 1. GENERAL INFORMATION This manual has been created to aid exhibitors in all aspects of their planning for World Routes 2014. It contains many details for your information as well as a number of items which will need your attention in the lead up to World Routes 2014. Please take note of the forms and deadlines at the back of this manual in order to make the process of exhibiting at World Routes 2014 hassle free. If you do not find the information you require in this manual please feel free to contact the Routes Operations Team directly. In addition, this manual is available to download via our website www.routesonline.com or if you require a hard copy to be sent to you please contact Erika Ferrigno, Operations Coordinator at [email protected]. 1-1 ORGANISERS OFFICE Routes will have a dedicated Organisers Office to deal with any queries you may have on site. The Organisers Office is located within the exhibition hall and will be open at the following times: Thursday 18th September 12:00 – 17.00 Friday 19th September 08:00 – 17.00 Saturday 20th September 08:00 – 17.00 Sunday 21st September 08:00 – 17.00 Monday 22nd September 08:00 – 18:30 Tuesday 23rd September 08:00 – 20:00 Wednesday 24th September 08:00 – 12:00 If you have any queries regarding your participation at Routes prior to these dates please do not hesitate to contact any member of the Routes Operations Team. Contact details can be found on the inside back cover of this manual. 1-2 VENUE FACILITIES First Aid: The first aid point is located on level one in the McCormick Place West building, near Gate 43. The Routes Operations Team and Venue Security are also able to assist in matters of First Aid and should be contacted in an emergency. 4 1-3 LOST & FOUND All lost and found items should be handed in or reported to the McCormick Place Convention Center Security and the Organisers Office. All items are catalogued and stored for 90 days after that period; all items are disposed of at the sole discretion of McCormick Place. Any inquiries regarding lost and found items should be directed to [email protected]. 1-4 SMOKING The McCormick Place Convention Centre is a Non‐Smoking venue. 1-5 NOISE LEVELS If you intend to use any form of music or entertainment (dancing, singing and live performances) for your stand promotion you must notify the organisers in advance of Routes. There will be a prescribed maximum noise level of 50db for all stands. Entertainment should be scheduled outside the formal face‐to‐face meetings sessions and only during the periods below: Sunday 21st September 14:20 – 14:50 16:50 – 17:30 Monday 22nd September 13:00 – 14:00 Tuesday 23rd September 13:00 – 14:00 18.00 – 20.30 Routes would also ask that all exhibitors minimize noise and show appropriate respect to the formal speeches during the Welcome Reception, Lunches and Farewell Reception. If any noise levels are raised to an unacceptable level, you may be asked to suspend activities until a more appropriate time. Those exhibitors who plan to have Audio Visual equipment on their stand should ensure that all audio speakers must be facing inwards towards the stand and NOT facing the gangways or any other stands. Stands with speakers/stage facing externally will not be approved. Any exhibitors who intend to have music on their stands should ensure they have applied for the right to perform live or recorded music (radio, television, video player, record player, DVD player, etc.) to the ASCAP, BMI or SESAC for a license to perform such copyrighted music or material or otherwise qualify for an exemption. Please contact the following agencies for more information: American Society of Composers, Authors and Publishers (ASCAP) 5 Licensing: +1 (800) 652‐7227 General Information: +1 (800) 505‐4052 Broadcast Music, Inc. (BMI) General Information: +1 (800) 925‐8451 SESAC General Information: +1 (800) 826‐9996 1-6 PUBLIC ADDRESS SYSTEM The public address system is for official announcements by the Organisers only. It is not available to exhibitors for publicity purposes or individual messages during World Routes 2014 open hours. 1-7 HEIGHT LIMITS FOR HOSTED NETWORKING STANDS AND SELF BUILD MEETING CHALETS Your Hosted Networking Stand or Self Build Meeting Chalets may not exceed a height of 4 metres and should be single story only. Shell Schemes may not exceed a height of 2.3 meters. Exceptions for double decker/multi‐story stands or chalets may be considered upon application to the Organiser but will be subject to a surcharge and additional approval from both Routes and McCormick Place. Structural Calculations may also be required. Please contact Erika Ferrigno, Operations Coordinator, [email protected] before Friday 13th June 2014 should you wish to apply for approval. 1-8 HANGING BANNERS World Routes directional signage which includes hanging banners will be situated around the halls. Under no circumstances are exhibitors permitted to hang banners/signs/truss from drop wires above their stands. All banners/signs/truss must be attached to the top of the stand itself and must not exceed a total height of 4 metres. 6 1-9 STRATEGIC MEETINGS Hosted Networking Stands As a Hosted Networking Stand holder at World Routes 2014, we are this year offering you the chance to enhance your package by holding pre‐scheduled strategic meetings on your stand at no extra cost. Details are as follows: You will be allocated up to 4 strategic meetings (double slots, 50 minute duration) at your stand. You will also be able to request up to 5 20 minute meetings that will take place on your stand on the Sunday of the event. You may request to meet with carriers who, at the time you submit your requests, are not registered to attend the event.
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